Review Vacancy
AgencyVeterans' Services, Department of
TitleAdministrative Assistant 1 (NY HELPS) VID 161059
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $39215 to $56743 Annually
Appointment Type Contingent Permanent
Minimum Qualifications This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS)* and applicants must meet the following minimum qualifications to be considered for this position:
This title includes a traineeship opportunity and applicants will be appointed to the appropriate level** based on their experience, certification, and education.
Required experience: Administrative support experience, including use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.
**Administrative Assistant 1 level requirements:
• Administrative Assistant Trainee 1 (equated to SG-08): Six months of required experience.
• Administrative Assistant Trainee 2 (equated to SG-10): One year of required experience.
• Administrative Assistant 1, SG-11: Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation OR
Certification (e.g., IAAP Certified Administrative Professional) or associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.
Applicants may also be appointed to this position if currently reachable on the appropriate eligible list for this title OR are a current New York State employee with one year or more of qualifying permanent service in a position allocated to a Grade 6 or above and eligible for transfer under Section 70.1 of the Civil Service Law.
Applicants must demonstrate adequate keyboarding skills by prior service in a keyboarding title OR successful completion of a performance test prior to end of their probationary period.
Duties Description Duties include but are not limited to:
• Answer phones, greet and assist walk-in guests, answer routine email inquiries.
• Keep track of in-person and virtual meetings scheduled for professional staff and, if in-person, notify staff when individuals have arrived for their appointment
• Be knowledgeable of office and University resources and refer inquiries as appropriate.
• Monitor office supplies and place supply orders as needed; notify office staff when supply orders will be submitted and ask if staff need special supplies.
• Order supplies and other items using the procurement card (p-card) as requested; reconcile p-card monthly and keep backup documentation as required.
• Order letterhead, envelopes and business cards using Rapid Copy or the Dupli on-line ordering system.
• Conduct Office Opening/Closing procedures as required i.e. forward phones, ensure offices are locked.
• Prepare outgoing mail daily (as needed); ensure that incoming mail is sorted when received.
• Maintain professional staff calendars and schedule appointments using MS Outlook as requested.
• Operate equipment (fax, copy machine, scanner, and computer) to produce correspondence, reports and other documents and serve as liaison with the equipment vendors.
• Serve as the liaison with the photocopier vendor including arranging the annual service contract, and contacting the vendor when service is required and submitting usage count totals on a regular basis.
• Compose or draft letters and other general correspondence for professional staff as requested and put letters in final copy format.
• Fully utilize computer software systems and packages to ensure accuracy in setting up and maintaining databases, merging documents, running queries and all other updating as needed by the provost office.
• Assist in managing and updating various shared calendars.
• Take initiative to streamline day-to-day work requests; resolve operational challenges; organize, expedite and follow-up on tasks by appropriate deadlines; maintain all records in an organized and secure manner.
• Compose, type, and distribute meeting notes/minutes, correspondence, and reports. Proofread correspondence prepared by others to check for correct spelling and proper grammar, ensure that office format policies are followed, and recommend revisions.
Operational Needs:
• Travel may be required (approximately 30%), including during evening and weekends, depending on mission and assignment.
• Possession and maintenance of a valid Driver’s License issued by the NYS Department of Motor Vehicle is required, or otherwise demonstrate the capacity to meet the transportation needs of the job.
Additional Comments *There is no examination required for appointment to a NY HELPS position. Candidates hired before June 2024 will be appointed on a temporary basis. In June 2024, satisfactory employees will receive permanent, non-competitive appointments and will begin a probationary period.
At a future date (within one year of permanent appointment), it is expected that NY HELPS employees will have their non-competitive employment status converted to competitive status, without having to take an exam. Employees will then be afforded with all the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.
The NYS Department of Veterans Services is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage applicants for all communities to apply.
Downstate: Location Pay of $3,400
Some positions may require additional credentials or a background check to verify your identity.
Email Address HRresumes@ogs.ny.gov
Address
Street NYS Office of General Services, HRM
31st Floor Corning Tower, Empire State Plaza
Notes on ApplyingPlease submit a resume and cover letter detailing how you meet the minimum qualifications. Indicate the Position Title & Vacancy ID number of each position you are applying to.